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Experienced, take charge professional with ability to manage administration and logistics in support of the Director in a busy special events environment
Assist with coordination during year
Must be able to anticipate project needs, discern work priorities, and meet deadlines with little supervision and be willing to work evenings and weekends
The event coordinator should have a love for special event management, provide outstanding customer service, be an enthusiastic professional and be able to build relationships with internal and external customers
Assist with negotiations for space contracts and book event space, arrange food and beverage, order supplies and audio-visual equipment, make travel arrangements, order event signs, and ensure appropriate décor (florals, linens, colour schemes, etc.) to meet the quality expectations
Aggressively gather information on each project to achieve quality event productions
Conduct research, make site visits, and find resources to help staff make decisions about event possibilities
Create and revised room layouts for each event
Propose new ideas to improve the event planning and implementation process
Serve as liaison with vendors on event-related matters
Assist with managing on-site production and clean up for events as necessary
Prepare nametags, materials, notebooks, packages, gift bags, registration lists, seating cards, etc.
Close out all events as required
Event Administration:
Assist with preparing budgets and provide periodic progress reports to staff directors for each event project
Keep track of event finances including check requests, invoicing and reporting
Coordinate appointments and visits to see our space and scheduling of events on the calendar
Prepare and modify event contracts as requested
Qualifications:
Excellent communication skills, including writing, proof reading skills and speaking
Ability to manage multiple projects and work assignments from a variety of staff and volunteers
Excellent interpersonal skills both in person and by phone, with high professionalism
Ability to accomplish projects with little supervision
Fantastic customer service ethic and high expectations for quality
Bachelor’s degree preferred; significant work experience can substitute for the degree
At least 3 years’ experience with office administrative management
At least 1 year experience coordinating special events
Proficient using the latest versions of Microsoft Word, Excel, PowerPoint, Access, and mail merges; email and web searches.
We accept MS Word, PDF and Rich Text Format. Maximum file size 2MB
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Event Coordinator
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